This is the Privacy Policy of Walk Talk Action CIC. In this document, “we”, “our”, or “us” refers to Walk Talk Action CIC. A reference to “you” or “your” refers to anyone who interacts with our website, completes a volunteer form, or uses our services.

We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

Walk Talk Action CIC

Company number: 12230721

Registered address: Unit 10, Newstead Industrial Trading Estate, Stoke-on-Trent, ST4 8HX

If you have any questions about this Privacy Policy or how we handle your personal data, please contact us at: info@walktalkaction.co.uk

We collect personal data in the following ways:

Volunteer form (on-site)

If you complete our volunteer form on the website, we collect:

• First Name, Surname, Age, Phone Number, Email Address
• Employment Status, Volunteering history, Experience leading community groups
• Availability, areas of volunteering, skills, reasons for volunteering
• Special requirements (including health or accessibility needs)
• DBS check information
• Hours per week you can volunteer, start date

Service application form (external)

Our service application form is hosted externally via Microsoft Forms (https://forms.office.com/e/HYJsxCHUQV). By completing this form, your personal data is collected and processed by Microsoft. You can read Microsoft’s privacy policy here: https://privacy.microsoft.com/en-gb/privacystatement

Other data

• Technical data via Google Analytics (aggregated and anonymised)
• Communication data if you contact us by email, phone, WhatsApp, or other means.

Some volunteer information, such as DBS checks and special requirements, constitutes special category data under UK GDPR.

We process this data only:

• Where necessary to assess suitability for volunteering
• To meet legal or safeguarding obligations
• With appropriate security measures to protect your privacy

Volunteer forms on our website

When you complete a volunteer form on the Walk Talk Action website, your responses are emailed to administrator@walktalkaction.co.uk
and stored securely in the WordPress database.

These submissions are accessible by WTA staff and marketing support for the purposes of managing volunteers.

Service application forms via Microsoft Forms

If you submit an application to access our services via the external Microsoft Forms link, your data is collected and stored on Microsoft’s cloud servers.

WTA staff can view and export these submissions as needed to process your application, but the original data remains hosted by Microsoft.

Microsoft acts as the data processor for storage and security. You can read Microsoft’s privacy policy here: https://privacy.microsoft.com/en-gb/privacystatement

Security

All data, whether from volunteer forms or Microsoft Forms, is handled in accordance with UK GDPR and internal security policies to protect your personal information.

We use your data for the following purposes:

• Volunteer recruitment, onboarding, and management
• Communicating with volunteers and service users
• Planning and delivering our services and events
• Assessing suitability for volunteering (including DBS checks)
• Internal reporting, monitoring, and operational management
• Maintaining website security and functionality

We do not use your personal data for marketing newsletters unless you have explicitly consented. We may contact volunteers or service users by email, text, or WhatsApp where necessary to provide updates about volunteering or services.

We rely on the following lawful bases under UK GDPR:

• Contract: to deliver volunteering or service arrangements you have requested
• Legitimate interests: to manage volunteers and deliver our services
• Legal obligation: to carry out DBS checks and safeguard vulnerable individuals

We do not sell or rent your personal data.

We may share your data only where necessary to deliver our services or meet legal obligations:

• With third parties carrying out DBS checks
• With service providers necessary to deliver services
• With IT or website providers who maintain our systems
• Microsoft Forms for external service applications

All third parties are required to handle your data securely and in accordance with data protection law.

We retain personal data only for as long as necessary for the purposes for which it was collected.

• Volunteer data is retained for the duration of volunteering and as required for safeguarding or legal purposes.
• Service user data submitted via the external form is subject to Microsoft’s retention policies.
• Technical and communication data is retained only as required for operational or security purposes.

Where exact retention periods cannot be defined, we regularly review stored data and securely delete information that is no longer required.

We use the Moove GDPR Cookie Compliance plugin on our website:

• Strictly necessary cookies: always on, required for website functionality, cannot be toggled off
• Google Analytics cookies: on by default, but you can toggle them off via the cookie banner
• No advertising or marketing cookies are currently used
• All cookies are used in accordance with UK GDPR and PECR

For more information about managing cookies, visit: https://www.allaboutcookies.org

You have the right to:

• Request access to your personal data
• Request correction of inaccurate or incomplete data
• Request deletion of your personal data, where applicable
• Object to or request restriction of processing in certain circumstances
• Request a copy of your data in a portable format

To exercise any of these rights, contact us at info@walktalkaction.co.uk

You also have the right to lodge a complaint with the Information Commissioner’s Office (ICO)

We may update this Privacy Policy from time to time to reflect changes in legal requirements or how we operate.

Any updates will be posted on this page, with the revision date updated accordingly.

Last update: February 2026.